Implementation Guidelines for SDWARS/UCMR 

Volume II: Web Forms 

EP001S3 

EPA 816-R-01-022B 

December 2001 

iii

Contents

Chapter 1 Introduction ................................................................................1-1

INTENDED USERS OF GUIDE..............................................................................................1-1

ORGANIZATION OF GUIDE.................................................................................................1-1

RESPONSIBLE ENTITY .......................................................................................................1-2

HOW TO USE THIS VOLUME..............................................................................................1-3

HOW TO GET MORE INFORMATION...................................................................................1-4

OVERVIEW OF STEPS.........................................................................................................1-4

Getting Started ...........................................................................................................1-4

Web Submission Flow...............................................................................................1-4

Chapter 2 SDWARS/UCMR Requirements..................................................2-1

SYSTEM REQUIREMENTS...................................................................................................2-1

CONNECTING TO SDWARS ..............................................................................................2-1

Chapter 3 Desktop Functions.......................................................................3-1

NAVIGATION MENU ..........................................................................................................3-1

PWS ........................................................................................................................3-2

Laboratory..................................................................................................................3-2

State ........................................................................................................................3-2

EPA ........................................................................................................................3-2

Help ........................................................................................................................3-2

Home ........................................................................................................................3-2

Log Out ......................................................................................................................3-2

TOOL BAR.........................................................................................................................3-2

Chapter 4 UCMR Submission Process—Laboratory: 

Establishing and Maintaining Data.....................................................4-1

ESTABLISH AND MAINTAIN A PWS CLIENT......................................................................4-2

LABORATORY CLIENT LIST...............................................................................................4-2

Add a Client PWS......................................................................................................4-3

Remove a Client PWS ...............................................................................................4-4
iv

LABORATORY VIEW OF PWS INVENTORY DATA ..............................................................4-6

View Facility Report..................................................................................................4-6

View Sampling Point Report .....................................................................................4-9

LABORATORY CONTACTS ...............................................................................................4-12

Add New Contacts...................................................................................................4-12

Edit Existing Contacts..............................................................................................4-14

Delete Existing Contacts..........................................................................................4-15

Chapter 5 UCMR Submission Process—Laboratory: 

Processing of Sample Data ................................................................5-1

ENTERING BATCH AND SAMPLE DATA..............................................................................5-2

LABORATORY BATCH REPORT ..........................................................................................5-2

Add a Batch................................................................................................................5-3

Editing Batch Data .....................................................................................................5-7

Delete a Batch............................................................................................................5-9

LABORATORY SAMPLE RESULTS.....................................................................................5-10

Add Samples............................................................................................................5-11

View Samples ..........................................................................................................5-12

Associate Batches ....................................................................................................5-14

Enter/Edit Analytical Results...................................................................................5-16

Approve Data ...........................................................................................................5-20

LABORATORY SEARCH....................................................................................................5-21

Simple Search ..........................................................................................................5-21

Advanced Search......................................................................................................5-23

Chapter 6 UCMR Submission Process—PWS Activities ..............................6-1

PWS ACTIVITIES ..............................................................................................................6-1

PWS CONTACTS...............................................................................................................6-2

Add New Contacts.....................................................................................................6-3

Edit Existing Contacts................................................................................................6-4

Delete Existing Contacts............................................................................................6-5
Contents

v

PWS FACILITIES INVENTORY ...........................................................................................6-6

View Facility Report..................................................................................................6-6

Edit Facility................................................................................................................6-7

Create New Facility ...................................................................................................6-8

PWS SAMPLING POINT INVENTORY..................................................................................6-9

View Sampling Point Report .....................................................................................6-9

Edit Sampling Points..................................................................................................6-9

Create New Sampling Point.....................................................................................6-10

PWS SEARCH .................................................................................................................6-11

Simple Search ..........................................................................................................6-12

Advanced Search......................................................................................................6-14

PWS APPROVAL OF DATA ..............................................................................................6-15

Chapter 7 UCMR Submission Process—State/EPA Activities ......................7-1

STATE/EPA ACTIVITIES....................................................................................................7-1

VIEW FACILITY REPORT....................................................................................................7-3

STATE/EPA SEARCH.........................................................................................................7-4

Simple Search ............................................................................................................7-4

Advanced Search........................................................................................................7-7

Chapter 8 Maintenance................................................................................8-1

CDX RESPONSIBILITIES ....................................................................................................8-1

USER RESPONSIBILITIES ....................................................................................................8-1

Chapter 9 UCMR Data Process....................................................................9-1

Chapter 10 Security and Legal Considerations ........................................... 10-1

TIMING OF TRANSACTIONS .............................................................................................10-1

SECURITY........................................................................................................................10-1

AUTHENTICATION...........................................................................................................10-1

AUDIT TRAILS .................................................................................................................10-1

BACKUP AND RECOVERY PROCEDURES ..........................................................................10-2

RECORD KEEPING ...........................................................................................................10-2

Appendix Abbreviations
vi

FIGURES

Figure 3-1. Example of SDWARS/UCMR Home Page and Menu.......................................3-1

Figure 3-2. Sample of Web Page Layout ...............................................................................3-3

Figure 4-1. Laboratory Workflow..........................................................................................4-1

Figure 4-2. SDWARS/UCMR Home Page Main Menu........................................................4-2

Figure 4-3. Laboratory Client List—Main Menu ..................................................................4-3

Figure 4-4. Laboratory Client List—Search..........................................................................4-3

Figure 4-5. Laboratory Client List—Search Results .............................................................4-4

Figure 4-6. Laboratory Client List—PWS Registered Confirmation....................................4-4

Figure 4-7. Laboratory Client List—Select Client to Unregister ..........................................4-5

Figure 4-8. Laboratory Client List—Unregister Confirmation..............................................4-5

Figure 4-9. Laboratory Client List—PWS Unregistered Confirmation.................................4-5

Figure 4-10. Laboratory View of PWS Inventory Data—Select PWS List ..........................4-6

Figure 4-11. Laboratory View—View Facility Report..........................................................4-7

Figure 4-12. Laboratory View—View Sampling Point Report ...........................................4-10

Figure 4-13. Laboratory Home Page ....................................................................................4-12

Figure 4-14. Laboratory Contacts—Main Menu .................................................................4-12

Figure 4-15. Laboratory Contacts—Create New Contact....................................................4-13

Figure 4-16. Laboratory Contacts—Create Contact Confirmed ..........................................4-13

Figure 4-17. Laboratory Contacts—Updated Contacts Report............................................4-13

Figure 4-18. Laboratory Contacts—Edit Contact................................................................4-14

Figure 4-19. Laboratory Contacts—Contact Update Confirmed.........................................4-14

Figure 4-20. Laboratory Contacts—Deletion Confirmation Warning.................................4-15

Figure 4-21. Laboratory Contacts—Delete Contact Confirmed..........................................4-15

Figure 5-1. Laboratory Workflow..........................................................................................5-1

Figure 5-2. Laboratory Batch Report—Main Menu ..............................................................5-2

Figure 5-3. Laboratory Batch Report—Add Batch Data .......................................................5-3

Figure 5-4. Laboratory Batch Report—Batch Precision and Accuracy of Matrix Spikes .......5-3

Figure 5-5. Laboratory Batch Report—Range Check ...........................................................5-5

Figure 5-6. Laboratory Batch Report—Edit Range Check....................................................5-5

Figure 5-7. Laboratory Batch Report—Range Check Overridden........................................5-6

Figure 5-8. Laboratory Batch Report—Add Batch Confirmation.........................................5-6

Figure 5-9. Laboratory Batch Report—Updated Batch Added .............................................5-6
Contents

vii

Figure 5-10. Laboratory Batch Report—Editing Batch Data ................................................5-7

Figure 5-11. Laboratory Batch Report—Batch Update Confirmation ..................................5-8

Figure 5-12. Laboratory Batch Report—Update Confirmation.............................................5-9

Figure 5-13. Laboratory Batch Report—Delete Message .....................................................5-9

Figure 5-14. Laboratory Batch Report—Deletion Confirmation ........................................5-10

Figure 5-15. Laboratory Sample Results—Main Menu ......................................................5-10

Figure 5-16. Laboratory Sample Results—Sampling Point Error .......................................5-11

Figure 5-17. Laboratory Sample Results—Add Sample .....................................................5-11

Figure 5-18. Laboratory Samples—Sample Added Confirmation ......................................5-12

Figure 5-19. Laboratory Samples—Associate Sample with Batch .....................................5-12

Figure 5-20. Laboratory Sample Results—View of Desired Sample ..................................5-13

Figure 5-21. Laboratory Sample Results—Edit Sample ......................................................5-13

Figure 5-22. Laboratory Sample Results—Batch Search....................................................5-14

Figure 5-23. Laboratory Sample Results—Batch Search Results .......................................5-15

Figure 5-24. Laboratory Sample Results—Batch Associated Confirmation.......................5-15

Figure 5-25. Laboratory Sample Results—View Associated Batches ................................5-15

Figure 5-26. Laboratory Sample Results—Sample Results................................................5-17

Figure 5-27. Laboratory Sample Results—Sample Analyte Results Updated ....................5-17

Figure 5-28. Laboratory Sample Results—Sample Analyte Result ....................................5-18

Figure 5-29. Laboratory Sample Results—Value Change Removed Range Check............5-19

Figure 5-30. Laboratory Sample Results—Range Check Ignored ......................................5-19

Figure 5-31. Laboratory Sample Results—Range Check Overridden.................................5-20

Figure 5-32. Simple Laboratory Search—Samples .............................................................5-22

Figure 5-33. Results for Samples Search.............................................................................5-22

Figure 5-34. Search for Batch Results.................................................................................5-23

Figure 5-35. Laboratory Advanced Search Using Analyte..................................................5-24

Figure 5-36. Laboratory Advanced Search Using Status.....................................................5-25

Figure 6-1. PWS Workflow...................................................................................................6-1

Figure 6-2. SDWARS Home Page .........................................................................................6-2

Figure 6-3. PWS Home Page .................................................................................................6-3

Figure 6-4. PWS Contacts Report..........................................................................................6-3

Figure 6-5. PWS Contacts—Create New Contact.................................................................6-3

Figure 6-6. PWS Contact Created Confirmation...................................................................6-4

Figure 6-7. Updated PWS Contacts Report...........................................................................6-4
viii

Figure 6-8. PWS Contacts Report..........................................................................................6-4

Figure 6-9. PWS Contacts—Editing Existing Contacts........................................................6-5

Figure 6-10. PWS Contact Updated Confirmation................................................................6-5

Figure 6-11. Deletion Warning Message ...............................................................................6-6

Figure 6-12. Deletion Confirmed...........................................................................................6-6

Figure 6-13. PWS Facility Report .........................................................................................6-7

Figure 6-14. PWS Edit Facility..............................................................................................6-7

Figure 6-15. PWS Facility Update Confirmation..................................................................6-8

Figure 6-16. PWS Create New Facility .................................................................................6-8

Figure 6-17. Facility Update Confirmation ...........................................................................6-8

Figure 6-18. PWS Sampling Point Report.............................................................................6-9

Figure 6-19. PWS Edit Sampling Point ...............................................................................6-10

Figure 6-20. Sampling Point Update Confirmation.............................................................6-10

Figure 6-21. Create New Sampling Point ............................................................................6-11

Figure 6-22. PWS—Add Sampling Point Confirmation .....................................................6-11

Figure 6-23. PWS Search.....................................................................................................6-12

Figure 6-24. PWS Search for Samples Results....................................................................6-13

Figure 6-25. PWS Advanced Search Using Analyte ...........................................................6-14

Figure 6-26. PWS Advanced Search Using Status ..............................................................6-15

Figure 7-1. PWS Workflow...................................................................................................7-1

Figure 7-2. State/EPA Search for Inventory..........................................................................7-2

Figure 7-3. State/EPA View of PWS Inventory ....................................................................7-2

Figure 7-4. State/EPA—Facility Report ................................................................................7-3

Figure 7-5. State/EPA—Sampling Point Report ...................................................................7-4

Figure 7-6. State/EPA Search ................................................................................................7-5

Figure 7-7. State Search for Samples Results........................................................................7-5

Figure 7-8. EPA Search for Samples Results ........................................................................7-6

Figure 7-9. State/EPA Search by PWS Inventory .................................................................7-7

Figure 7-10. State/EPA Advanced Search Using Analyte .....................................................7-8

Figure 9-1. SDWARS Database Control Flow......................................................................9-1
Contents

ix

TABLES

Table 4-1. Description of the Facility Report Columns.........................................................4-8

Table 4-2. Description of Sampling Point Report Columns ................................................4-10

Table 5-1. Range Checks Performed by SDWARS...............................................................5-4

Table 5-2. Sample Search Results for Laboratories.............................................................5-23

Table 6-1. Sample Search Results for PWS ........................................................................6-13

Table 7-1. State/EPA—Sample Search Results.....................................................................7-6

Table 9-1 Access Rights ........................................................................................................9-2
x
 1-1 

Chapter 1 

Introduction 

This volume consists of implementation guidelines (IG) for assisting facilities 

with submitting data electronically for the Unregulated Contaminant Monitoring 

Rule (UCMR) to the U.S. Environmental Protection Agency’s (EPA’s) Central 

Data Exchange (CDX). 

This IG helps participants in the UCMR program understand the requirements and 

procedures for transmitting UCMR web forms through EPA’s CDX to the Safe 

Drinking Water Accession and Review System/UCMR (SDWARS/UCMR). 

INTENDED USERS OF GUIDE

This IG is intended to guide laboratories that report monitoring data for public 

water systems (PWSs) directly to EPA’s SDWARS/UCMR through the CDX. 

The IG is also intended to inform PWS, state government, and EPA participants 

about accessing and reviewing laboratory results data. 

ORGANIZATION OF GUIDE

This IG is the second volume of a five-volume set. This volume describes, in 

detail, how to enter, change, and submit data via the web forms. The other 

volumes are listed below. 

◆ IG Volume I—introduces the CDX and electronic reporting. 

◆ IG Volume III—contains details about Electronic Data Interchange (EDI) 

in case EPA decides to exchange monitoring data using EDI (not 

applicable to UCMR). 

◆ IG Volume IV—documents in detail the formatting requirements for 

Extensible Markup Language (XML) to be used with the EPA-provided 

document type definition (DTD) to create a well-formed, valid XML 

document. 

◆ IG Volume V—documents in detail the formatting requirements for a 

delimited flat file. 
 

 1-2 

RESPONSIBLE ENTITY

These guidelines are published under the authority of 

Office of Environmental Information 

Information Collection Division 

Central Receiving Branch 

1200 Pennsylvania Ave NW, Mail Stop 2823 

Washington, DC 20460 

The Office of Environmental Information (OEI) helps ensure that EPA collects 

high-quality environmental information and makes it available to the American 

public. OEI provides guidance to assist the agency about the way EPA collects, 

manages, analyzes, and provides/allows access to environmental information. 

Within OEI is the Office of Information Collection (OIC). OIC is the agency lead 

for information collection programs, including how EPA obtains and manages 

information. OIC works closely with many partners, stakeholders, facilities, other 

federal agencies, and states. Within OIC, the Central Data Exchange is the EPA’s 

new infrastructure for supporting the exchange of environmental data between 

EPA and its external partners. Over the next several years CDX will expand to 

become the point of entry for nearly all environmental data submissions to the 

agency. It will also improve collection, management and sharing of environmental 

information among states, tribes, and EPA so that they can achieve their 

respective and shared environmental goals. 

The CDX Technical Support Center will answer questions about the web form for 

data monitoring or compliance reporting. The Center logs each call to ensure 

customer support is completed. Several options are available for receiving 

customer support for electronic reporting: 

◆ By telephone. Person-to-person telephone support is available between 

8:00 a.m. and 6:00 p.m. (EST/EDT) from our toll-free line at 

1-888-890-1995. 

◆ By fax. You may request assistance 24 hours a day; support personnel will 

return calls between 8:00 a.m. and 6:00 p.m. (EST/EDT). Our fax number 

is 703-917-7105. 

◆ By e-mail. Send e-mail to <EPACDX@lmi.org> with “UCMR” in the 

subject line. Responses will be sent between 8:00 a.m. and 6:00 p.m. 

(EST/EDT). 
Introduction 

 1-3 

HOW TO USE THIS VOLUME

This volume explains, in detail, how to submit UCMR data via EPA’s electronic 

web form. This chapter gives you contact information and summarizes the 

process. You can find general information about the CDX and electronic reporting 

in Volume I of these guidelines. The remainder of the volume is structured as 

follows: 

◆ Chapter 2SDWARS/UCMR Requirements. This chapter discusses 

system requirements and how to connect to SDWARS/UCMR through 

your CDX account. 

◆ Chapter 3Desktop Functions. This chapter describes the functions and 

capabilities of the SDWARS/UCMR home page. 

◆ Chapter 4UCMR Submission Process—Laboratory: Establishing and 

Maintaining Data. This chapter provides step-by-step instructions for 

laboratories entering contact and client list data into SDWARS/UCMR 

using web forms and viewing PWS inventory data. 

◆ Chapter 5UCMR Submission Process—Laboratory: Processing of 

Sample Data. This chapter provides step-by-step instructions for 

laboratories entering precision and accuracy data as well as samples data 

into SDWARS/UCMR using web forms. 

◆ Chapter 6—UCMR Submission Process—PWS Activities. This chapter 

provides step-by-step instructions for PWSs entering inventory data into 

SDWARS/UCMR using web forms. It also describes the process by which 

PWSs can search and review lab approved samples data. 

◆ Chapter 7—UCMR Submission Process—State/EPA Activities. This 

chapter provides step-by-step instructions for states and EPA to view PWS 

inventory data and review PWS-approved samples data. 

◆ Chapter 8Maintenance. This chapter discusses the recommended 

procedures for backing up data and other maintenance considerations. 

◆ Chapter 9UCMR Data Process. This chapter describes what happens to 

the data. 

◆ Chapter 10Security and Legal Considerations. This chapter describes 

how to ensure security for CDX accounts and UCMR data. 
 

 1-4 

HOW TO GET MORE INFORMATION

EPA has websites that can be useful in finding more information on UCMR and 

electronic reporting: 

◆ The CDX website is at <http://EPACDX.lmi.org>. Only registered users 

can access this site. (To gain access, register by using the process 

described in Volume I.) 

◆ General public information about the EPA CDX is at 

<http://www.epa.gov/cdx>. 

◆ The Office of Ground Water and Drinking Water (OGWDW) maintains a 

web page about UCMR issues at 

<http://www.epa.gov/safewater/ucmr/updateindex.html>. 

OVERVIEW OF STEPS

Getting Started 

Once you complete the CDX registration (see Volume I for CDX registration), 

you will have access to SDWARS/UCMR through an active link on your 

“MyCDX” account web page. 

Web Submission Flow 

By selecting the link to SDWARS, the CDX will transfer you to the SDWARS/ 

UCMR home page. The SDWARS/UCMR menu selections presented are based 

on your CDX login. Based upon your login, many of the forms are pre-populated 

with information. A laboratory records information about precision and accuracy 

of matrix spikes, sample information, and analytical results. The laboratory can 

edit the analytical result. Once approved, the data are passed on to the PWS for 

review. 

A PWS may only review results the laboratory approved in SDWARS/UCMR. 

The PWS can edit the data status to either: approve, reject, hold, or return to lab 

for corrections. A PWS cannot edit the data. Only by returning the data to the 

laboratory’s control can the data then be edited by the lab. 

Data approved by the PWS are made available to state drinking water agencies 

and EPA. Sixty days later, the data are flagged for progression to EPA’s National 

Contaminant Occurrence Database (NCOD) for analysis. 

A more detailed discussion on the data flow is presented in Chapter 9, UCMR 

Data Process. 
 2-1 

Chapter 2 

SDWARS/UCMR Requirements 

The following section defines the requirements for connecting to 

SDWARS/UCMR. 

SYSTEM REQUIREMENTS

SDWARS/UCMR was designed to be compatible with all CDX system 

requirements. However, SDWARS/UCMR does not require the use of a CDX 

digital certificate. Please ensure you have the following before you get started: 

◆ Personal computer with a 486 MHz processor or better; Pentium is 

recommended 

◆ One of the following Microsoft Windows operating systems: 95B with 

Y2K Service pack installed (Original Equipment Manufacturer Service 

Release 2); Windows 98; Windows NT4.0 (Service Pack 5); or Windows 

2000 

◆ Web browser: Internet Explorer 5.0 or higher with 128-bit encryption 

◆ Internet access. 

To determine if you have the Y2K upgrade installed in a Windows 95 or 98 

environment, check for the presence of the Y2KW95.txt file in the Windows 

folder. 

◆ Go to Windows Explorer, select View, then click on Details. 

◆ Look in C:\Windows to find the Y2KW95.txt file. 

CONNECTING TO SDWARS 

Once you’re permitted access to SDWARS/UCMR, you will see a link to 

UCMR:SDWARS/UCMR on your “MyCDX” web page. The link will take you to 

the SDWARS/UCMR home page. CDX will keep SDWARS/UCMR informed of 

your user permissions, which are approved by the organization(s) for which you 

registered in CDX. 
 

LMI DRAFT—2/8/02 2-2 EP001S3_Chap02_Edit 
 3-1 

Chapter 3 

Desktop Functions 

This chapter explains the SDWARS/UCMR home page functions. Some functions 

are available to users because of their login information provided by CDX. 

NAVIGATION MENU

When you connect to the SDWARS/UCMR home page you will see the site’s 

navigation menu on the left side of the page. Figure 3-1 is an example of the 

SDWARS/UCMR home page. All users will have navigation menu buttons for 

Help, Home, and Log Out. Additional navigation menu buttons will be visible 

depending upon your approved roles, which were defined during CDX 

registration. The role-specific menu buttons are PWS, laboratory, state, and EPA. 

Users may view and access only those menu buttons that correspond to their 

assigned roles of the same name. 

Figure 3-1. Example of SDWARS/UCMR Home Page and Menu 

The menu is always available as you navigate through the site. Clicking on one of 

the role-specific buttons will take you to the part of the SDWARS/UCMR site 

dedicated to that role, and a menu will appear under the role’s navigation menu 

button. The following are descriptions of the main menu links. 
 

 3-2 

PWS 

The PWS menu link accesses public water system functions for reviewing 

inventory and laboratory analysis data. In addition, the PWS section is where the 

PWS can record its contact information for SDWARS/UCMR issues. GLEC acts 

as a PWS on behalf of the 800 small water systems. 

Laboratory 

From this menu link, laboratories may enter and review their data for UCMR 

sample analysis. In addition, laboratories may maintain their facility contact 

information and search for PWS inventory data. 

State 

The State menu link is for users from state drinking water agencies to access PWS 

inventory data and contaminant results approved by their state’s PWSs. 

EPA 

The EPA menu link is for users from EPA who are involved in reviewing PWS 

inventory data and contaminant results approved by participating PWSs throughout the states and U.S. territories. 

Help 

The Help menu link opens a new window with additional information. Included in 

the Help page is a list of frequently asked questions (FAQs), a glossary, and a 

tutorial that can be opened with Adobe Acrobat Reader. If you do not have 

Acrobat, a link to a free version of the Acrobat Reader is available in the Help 

section. 

Home 

Selecting the Home menu link returns you to the SDWARS/UCMR home page. 

Log Out 

The Log Out menu link logs you out of SDWARS/UCMR and returns you to the 

CDX log-out page. 

TOOL BAR

On many web pages, a tool bar will appear at the top of the page, just below the 

SDWARS/UCMR banner (see Figure 3-2). 
Desktop Functions 

 3-3 

The tool bar provides functions that either act on data presented on the web page 

or to navigate to a related page. The contents of the tool bar change to reflect the 

current web page. The tool bar functions are explained in more detail in the 

subsequent chapters. 

Figure 3-2. Sample of Web Page Layout SDWARS/UCMR banner 

Tool bar links 

Column headers 

Navigation menu 

buttons 

Menu links 

Submenu links 

Radio button
 

 3-4 
 4-1 

Chapter 4 

UCMR Submission Process— 

Laboratory: Establishing and Maintaining Data 

This chapter provides instructions about the role-specific functions for a 

laboratory user who wishes to establish a relationship between the lab and a 

specific client PWS and the PWS’s facilities and sampling points. 

The basic workflow for a laboratory using the SDWARS/UCMR system is shown 

in Figure 4-1. 

Figure 4-1. Laboratory Workflow 

PWS : 

* Establish inventory data

* Define contacts

Lab:

* Establish client PWSs 

* Define contacts

* Verify inventory data

Establish and

maintain

inventory data

Lab:

1. Creates batch

2. Enters sample

3. Associates sample with batch

4. Enters analyte result

5. Approves data PWS:

1. Reviews data approved by lab 

2. Approves, holds, rejects, or

 returns data to lab

State/EPA:

Reviews data approved by PWS

Recurring

processing

of sample data

Data marked “return to lab”

Lab edits data

Data moves to NCOD

Approved data

Approved data

All laboratory functions described in this chapter are initiated through the 

SDWARS/UCMR home page. Click on the Laboratory navigation menu button to 

access the laboratory functions (Figure 4-2, shows the home page for a with 

defined roles representing both a PWS and a laboratory). 
 

 4-2 

Figure 4-2. SDWARS/UCMR Home Page Main Menu 

If you registered for more than one laboratory, you must select the laboratory you 

wish to access and click the Select Lab link. You can activate a new role by 

clicking on the Laboratory menu button to return to the Laboratory Selection page. 

ESTABLISH AND MAINTAIN A PWS CLIENT

Before entering batch and sample data, the laboratory must specify its PWS client(s). This is accomplished through the Establish PWS Clients submenu. 

This step must be completed before entering any batch and sample data associated 

with a PWS. 

Note: The laboratory updates its list of clients and points of contact, but it can only 

review (rather than update) the PWS facility data. It is important that what is 

listed in the inventory screens for a PWS inventory concurs with the laboratory’s 

understanding of the actual facilities and sampling points. If there is an error, the 

laboratory must contact the PWS and have the PWS correct the inventory data. 

Occasionally it will be necessary to revisit these screens to add or delete PWS 

clients, review updated inventory lists, and revise the points of contact. 

LABORATORY CLIENT LIST

The laboratory can identify its list of client PWSs using the client list feature. 

SDWARS/UCMR uses this list to identify a PWSs that the laboratory will be 

working with when entering samples and searching for analytical data. 

To view the current client list, go to the Laboratory menu button. Then click on 

the menu link for PWS and the submenu for Client List (see Figure 4-3). 
UCMR Submission Process—Laboratory: Establishing and Maintaining Data 

 4-3 

Figure 4-3. Laboratory Client List—Main Menu 

If more than ten PWSs are registered on the laboratory’s client list, a Next Page 

link will appear at the bottom of the list. You can navigate preceding or following 

PWS lists by clicking on the links to the previous page or next page. 

The client list is sorted initially by PWS ID; however, you can change the way 

information is sorted by clicking on any underlined column header. 

Add a Client PWS 

To add a client to the client list, click on the Register PWS function from the tool 

bar (see Figure 4-3). 

If you want to narrow the list of PWSs from which to select, SDWARS/UCMR 

can perform a search. The two search criteria are PWS ID and State (which will 

list all of a state’s participating PWSs). Either enter the PWS ID or choose a state 

from the State drop-down menu, then click on the Find PWS button to begin the 

search (see Figure 4-4). 

Figure 4-4. Laboratory Client List—Search 

When searching by PWS ID, you do not have to know the entire ID. You may use 

a “%” for a wildcard. To perform a wildcard search, use the state abbreviation and 
 

 4-4 

any known portion of the ID, with the “%” symbol embedded, to specify the 

location of the wildcard identifier (e.g., PA2% or PA%090%). 

SDWARS/UCMR will return a list of as many as ten participating PWSs that 

match the search criteria. If more than ten PWSs match the search criteria, the 

Next Page link will appear at the bottom of the list. You can navigate preceding or 

following PWS lists by clicking on the links to the previous page or next page (see 

Figure 4-5). 

Figure 4-5. Laboratory Client List—Search Results 

The search results are sorted initially by PWS ID; however, you can change the 

way information is sorted by clicking on any underlined column header. 

In the list of the PWS data returned, click on the radio button to the left of a PWS 

to select it, then click on the Register Selected PWS function from the tool bar to 

add the PWS to the laboratory’s client list (see Figure 4-5). 

A PWS Registered confirmation will appear for a few seconds (see Figure 4-6). 

Then the Client List web page will automatically reappear with the new PWS 

sorted according to PWS ID. 

Figure 4-6. Laboratory Client List—PWS Registered Confirmation 

Remove a Client PWS 

Removing a PWS from the client list does not delete data related to the PWS in 

SDWARS. Removing the PWS from the list will only affect the PWS selection 

lists used by the laboratory in SDWARS. 
UCMR Submission Process—Laboratory: Establishing and Maintaining Data 

 4-5 

To remove a client from the client list, go to the Laboratory menu. Then click on 

the menu link for PWS and the submenu link for Client List. The current client 

list for the laboratory will load (see Figure 4-3). 

Locate the PWS you wish to remove. If more than ten PWSs are registered in the 

laboratory’s client list, you may have to use the Next Page link to progress 

through the list. 

Select the radio button to the left of the PWS you wish to remove. Then click the 

Unregister Selected PWS function from the tool bar (see Figure 4-7). 

Figure 4-7. Laboratory Client List—Select Client to Unregister 

SDWARS/UCMR will ask you to confirm that you want to remove the selected 

PWS from the client list. Click OK to remove the selected PWS (see Figure 4-8). 

Figure 4-8. Laboratory Client List—Unregister Confirmation 

A PWS Unregistered confirmation will appear for a few seconds (see Figure 4-9). 

Then the updated Client List web page will automatically appear. 

Figure 4-9. Laboratory Client List—PWS Unregistered Confirmation 
 

 4-6 

LABORATORY VIEW OF PWS INVENTORY DATA

To view PWS inventory data, go to the Laboratory menu. Select the PWS menu 

link, and then the Inventory submenu link. To narrow the list of PWS inventories, 

SDWARS/UCMR will request a search criterion. The search criterion can be 

either a PWS ID or the state (which will list all of a state’s participating PWSs). 

After selecting the search criterion, click on the Find PWS button to begin the 

search (see Figure 4-4). 

When searching by PWS ID, you do not have to know the entire ID. You may use 

a “%” for a wildcard. To perform a wildcard search, use the state abbreviation and 

any known portion of the ID, with the “%” symbol embedded to specify the 

location of the wildcard identifier (e.g., PA2% or PA%090%).

SDWARS/UCMR will return a list of as many as ten participating PWSs that 

match the search criteria (see Figure 4-10). If more than ten PWSs match the 

search criteria, a Next Page link will appear at the bottom of the list. You can 

navigate preceding or following PWS lists by clicking on the links to the previous 

page or next page. 

The search results are initially sorted by PWS ID; however, you can change the 

way information is sorted by clicking on any underlined column header. 

Figure 4-10. Laboratory View of PWS Inventory Data—Select PWS List 

View Facility Report 

On the page showing the results of the inventory search, you may select a PWS by 

clicking on radio button to the left of a PWS name. Then click on the View 

Selected Facility function from the tool bar to view the facilities of the selected 

PWS (see Figure 4-10). 

The facility report (see Figure 4-11) presents the current information in 

SDWARS/UCMR. The initial data were extracted from data provided by state 

agencies to the EPA Safe Drinking Water Information System/Federal 
UCMR Submission Process—Laboratory: Establishing and Maintaining Data 

 4-7 

(SDWIS/Fed) database. The PWS may edit the baseline data in SDWARS/ 

UCMR. 

Figure 4-11. Laboratory View—View Facility Report 

The web page for the facility report displays as many as ten facilities for a single 

PWS. If more than ten facilities are associated with a PWS, a Next Page link will 

appear at the bottom of the list. You can navigate preceding or following facilities 

by clicking on the links to the previous page or next page. 

The search results are sorted initially by PWS ID; however, you can change the 

way information is sorted by clicking on any underlined column header. 

You can switch to the Sampling Point Report for the PWS by clicking on the 

View Sampling Point function from the tool bar (see Figure 4-11). Table 4-1 

describes the Facility Report columns. 
 

 4-8 

Table 4-1. Description of the Facility Report Columns 

Name Description/definition 

Facility ID Number that uniquely identifies the facility in the PWS 

Facility name Name for the water system facility 

Facility type Category of the facility according to EPA-coded facility types: 

CC = consecutive connection 

CH = common headers 

CS = cistern 

CW = clear well 

DS = distribution system/zone 

IG = infiltration gallery 

IN = intake 

NP = non-piped 

OT = other 

PC = pressure control 

PF = pump facility 

RC = roof catchment 

RS = reservoir 

SI = surface impoundment 

SP = spring 

SS = sampling station 

ST = storage 

TM = transmission main (manifold) 

TP = treatment plant 

WH = well head 

WL = well 

Water type Category of the source of water associated with the facility according to EPA-coded water types: 

AL = ground, surface, and ground under direct influence of surface 

GG = ground and ground under direct influence of surface 

GS = ground and surface 

GU = ground water under direct influence of surface water 

GW = ground water 

NA = not applicable 

SU = surface and ground under direct influence of surface 

SW = surface water 

UK = unknown 
UCMR Submission Process—Laboratory: Establishing and Maintaining Data 

 4-9 

Table 4-1. Description of the Facility Report Columns (Continued) 

Name Description/definition 

Availability Category of the circumstances under which a source of water is 

used: 

E = emergency utilization 

I = interim (e.g., peak) utilization 

O = other utilization 

P = permanent utilization 

S = seasonal utilization 

Activity status Category of the most recent activity for the water system facility: 

A = active 

D = deleted 

I = inactive 

M = merged into other PWS 

P = proposed 

Sample point 

count 

Number of sampling points for the facility, as recorded in 

SDWARS/UCMR. 

View Sampling Point Report 

On the Inventory Search Results page, select the radio button to the left of a PWS 

name to select that PWS. Then click on the View Selected Sampling Point 

function from the tool bar to view the facilities and sampling points of the 

selected PWS (see Figure 4-12). 

The Sampling Point Report presents the current information available in 

SDWARS/UCMR. The initial data were extracted from data provided by state 

agencies to the SDWIS/Fed database. The PWS may edit the baseline data in 

SDWARS/UCMR. 

The web page for the Sample Point Report displays as many as ten sampling 

points for a single PWS. If more than ten sampling points are associated with a 

PWS, a Next Page link will appear at the bottom of the list. You can navigate 

preceding or following sampling points by clicking on the links to the previous page 

or next page. 

The report is sorted in ascending order by Facility ID; however, you can change 

the way information is sorted by clicking on any underlined column header. 
 

 4-10 

Figure 4-12. Laboratory View—View Sampling Point Report 

You can switch to the Facility Report for this PWS by clicking on the View 

Facility function from the tool bar. Table 4-2 describes the Sampling Point Report 

columns. 

Table 4-2. Description of Sampling Point Report Columns 

Name Description/definition 

Facility ID Number that uniquely identifies the facility in the PWS 

Facility name Name for the water system facility 

Facility type Category of the facility according to EPA-coded facility types: 

CC = consecutive connection 

CH = common headers 

CS = cistern 

CW = clear well 

DS = distribution system/zone 

IG = infiltration gallery 

IN = intake 

NP = non-piped 

OT = other 

PC = pressure control 

PF = pump facility 

RC = roof catchment 

RS = reservoir 

SI = surface impoundment 

SP = spring 

SS = sampling station 

ST = storage 

TM = transmission main (manifold) 

TP = treatment plant 

WH = well head 

WL = well 
UCMR Submission Process—Laboratory: Establishing and Maintaining Data 

 4-11 

Table 4-2. Description of Sampling Point Report Columns (Continued) 

Name Description/definition 

Water type Category of the source of water associated with the facility according to 

EPA-coded water types: 

AL = ground, surface, and ground under direct influence of surface 

GG = ground and ground under direct influence of surface 

GS = ground and surface 

GU = ground water under direct influence of surface water 

GW = ground water 

NA = not applicable 

SU = surface and ground under direct influence of surface 

SW = surface water 

UK = unknown 

Sampling point ID Number that uniquely identifies the sample point in the PWS 

Sampling point 

name 

Name for the water system sample point 

Sampling point 

type 

Category of the sample point according to EPA-coded sample point 

types: 

EP = entry point to the distribution system 

LD = distribution system, lowest retention 

MD = distribution system, midpoint retention 

MR = distribution system, maximum retention 

SR = source 

UK = not definitively known 

Raw treated type Category of the water used at the sample point: 

RW = raw water 

TR = treated water 

UK = not definitively known 

Availability Category of the circumstances under which a source of water is used: 

E = emergency utilization 

I = interim (e.g., peak) utilization 

O = other utilization 

P = permanent utilization 

S = seasonal utilization 

Activity status Category of the most recent activity for the water system facility: 

A = active 

D = deleted 

I = inactive 

M = merged into other PWS 

P = proposed 
 

 4-12 

LABORATORY CONTACTS

The laboratory contact(s) to be maintained in SDWARS/UCMR are not necessarily the same individuals who are registered with CDX. The contact information in 

your CDX account is intended for identifying you as a user of the system, and to 

maintain your individual account. The contact information for SDWARS/UCMR 

should identify the person, or persons, that are to be the point of contacts should 

there be a need to contact someone to respond on behalf of your organization. 

Add New Contacts 

To add a new laboratory contact and contact information, click on the Contacts 

Report menu link under the Laboratory menu button (see Figure 4-13). 

Figure 4-13. Laboratory Home Page 

The list of current contacts will appear. To add a new contact, click on the New 

Contact function from the tool bar (see Figure 4-14). 

Figure 4-14. Laboratory Contacts—Main Menu 

Enter the contact information (see Figure 4-15). Be sure to complete all required 

fields denoted by an asterisk. To clear the fields, click the Reset Form button. To 

submit the contact data, click on the Create Contact button. 
UCMR Submission Process—Laboratory: Establishing and Maintaining Data 

 4-13 

Figure 4-15. Laboratory Contacts—Create New Contact 

If the submitted contact data are accepted, the Contact Created notification page 

will appear (see Figure 4-16). 

Figure 4-16. Laboratory Contacts—Create Contact Confirmed 

A few seconds later, the Contacts Report page will automatically reappear with 

the new contact sorted into the list (see Figure 4-17). 

Figure 4-17. Laboratory Contacts—Updated Contacts Report 
 

 4-14 

Edit Existing Contacts 

To edit information for an existing contact, click on the Contacts Report menu 

link under the Laboratory menu button (see Figure 4-13). 

Click on the radio button next to the contact to be edited. Next click on the Edit 

Selected Contact tool bar link (see Figure 4-14). 

Edit the contact information (see Figure 4-18). The contact type is not editable. (If 

the contact type is not correct, you will need to delete the existing contact and 

create a new one with the proper contact type.) To remove the edits, click on the 

Reset Form button. To submit the contact data, click on the Update Contact 

button. To return to the Contacts Report web page without saving any edits, click 

on the Contacts Report menu link on the Laboratory home page (see Figure 4-13). 

Figure 4-18. Laboratory Contacts—Edit Contact 

If the submitted contact data are accepted, (see Figure 4-19) a Contact Updated 

confirmation will appear for a few seconds, then return you to the Contacts Report 

web page. 

Figure 4-19. Laboratory Contacts—Contact Update Confirmed 
UCMR Submission Process—Laboratory: Establishing and Maintaining Data 

 4-15 

Delete Existing Contacts 

To delete an existing laboratory contact, click on Contacts Report menu link 

under the Laboratory menu button (see Figure 4-13). 

On the Contacts Report, click on the radio button next to the contact to be deleted 

(see Figure 4-14). Next, click on the Delete Selected Contact tool bar link. 

You must confirm the deletion of the contact. Click OK on the Deletion 

Confirmation warning to continue (see Figure 4-20). 

Figure 4-20. Laboratory Contacts—Deletion Confirmation Warning 

A Contact Deleted confirmation will appear for a few seconds (see Figure 4-21). 

A few seconds later, the Contacts Report web page will automatically return 

without the deleted contact. 

Figure 4-21. Laboratory Contacts—Delete Contact Confirmed 
 

 4-16 
 5-1 

Chapter 5 

UCMR Submission Process— 

Laboratory: Processing of Sample Data 

This chapter provides instructions about the role-specific functions for a 

laboratory user. There are two primary functions: 

◆ Screens that will routinely be used to enter batch, sample, and analyte data. 

◆ Search screens that assist in finding specific data previously entered. 

The basic workflow for a laboratory using the SDWARS/UCMR system is shown 

in Figure 5-1. 

Figure 5-1. Laboratory Workflow 

PWS : 

* Establish inventory data

* Define contacts

Lab:

* Establish client PWSs 

* Define contacts

* Verify inventory data

Establish and

maintain

inventory data

Lab:

1. Creates batch

2. Enters sample

3. Associates sample with batch

4. Enters analyte result

5. Approves data PWS:

1. Reviews data approved by lab 

2. Approves, holds, rejects, or

 returns data to lab

State/EPA:

Reviews data approved by PWS

Recurring

processing

of sample data

Data marked “return to lab”

Lab edits data

Data moves to NCOD

Approved data

Approved data
 

 5-2 

ENTERING BATCH AND SAMPLE DATA

Once you have established a PWS client list, you can begin entering batches, 

samples, and results data through the series of screens described in the following 

sections. SDWARS/UCMR provides screens to 

◆ enter batch data, 

◆ enter sample data, 

◆ assign a sample to a batch, 

◆ enter analyte or sample results, and 

◆ approve results for PWS review. 

These sections represent the key and most commonly used functions of SDWARS/ 

UCMR. In most cases laboratories will be entering new results; however, the 

system provides the means to edit or delete previously entered data. 

LABORATORY BATCH REPORT

The batch report records parameters for monitoring data quality of a particular 

method. A batch must exist before entering the sample data. If a batch does not 

exist for a method, then the batch screens must be used first. To get to a list of 

batch precision- and accuracy-of-matrix spikes entered by the laboratory, select 

the Batch Report menu link under the Laboratory menu button (see Figure 5-2). 

Figure 5-2. Laboratory Batch Report—Main Menu 

If more than ten batches are entered in SDWARS/UCMR, a Next Page link will 

appear at the bottom of the list. You can navigate to preceding or following 

batches by clicking on the previous page or next page links. The batch report is 

initially sorted by Batch ID. You can change the way information is sorted by 

clicking on any underlined column header. 
UCMR Submission Process—Laboratory: Processing of Sample Data 

 5-3 

Add a Batch 

To add a batch to the batch report, select the Batch Report menu link under the 

Laboratory menu and then click on the Add Batch function from the tool bar 

(see Figure 5-2). 

Enter the batch ID, method, and extraction/analysis (E/A) date. For UCMR, enter 

the extraction date if extraction is part of the method; otherwise, enter the analysis 

date. To clear the fields, click on the Reset Form button. (The Method field will 

return to the first entry on the drop-down menu.) 

To edit the precision and accuracy of matrix spikes, click on the Edit QC Analytes 

button (see Figure 5-3). 

Figure 5-3. Laboratory Batch Report—Add Batch Data 

If you do not continue by clicking Edit QC Analytes, the batch identification 

information will not be saved. 

Enter precision, accuracy, and spiking concentration of matrix spikes for each 

UCMR analyte measured. If a method includes more analytes than were measured, 

enter not analyzed (“N/A”) in the analyte’s fields for precision, accuracy, and 

spiking concentration. If the precision was not measured, then enter “MISSING” in 

the Precision field. To clear all entered data, click on the Reset Form button. To 

record the results, click on the Add Batch button (see Figure 5-4). 

Figure 5-4. Laboratory Batch Report—Batch Precision and Accuracy of Matrix Spikes 
 

 5-4 

If you do not click on the Add Batch button, the batch information will not 

be saved. 

SDWARS/UCMR will check the range of the data values. All data must be 

logical and pass the “must” criteria listed in Table 5-1. If the data entered do not 

meet the “should be” criteria, SDWARS/UCMR will flag results as having 

potential errors for the laboratory to confirm (see Figure 5-5). Data with range 

checks cannot be approved without correcting the relevant data—allowing it to 

fall within the range check limits—or confirming the entry by choosing to 

override the check. 

Table 5-1. Range Checks Performed by SDWARS

Criteria 

Element Must be Should be 

Accuracy > 0 or N/A 

< 32000% 

< 200% 

> 10% 

Collection date Not later than the current date 

Not earlier than 1/1/85 

Extraction/analysis date Not later than the current date 

Not earlier than the collection date 

Not earlier than 1/1/85 

Less than 60 days 

from collection date 

Precision > 0, MISSING,a or N/A 

< 32000% 

< 99% 

Sample result (value)b > MRL or N/A 

< 32000 

< 10 x MRL 

Spiking concentration > 0 or N/A 

< 32000 

< 200 

a “MISSING” is allowed when a duplicate result was not available. 

b Either the less than (<) MRL (minimum reporting level) box must be checked or a sample 

result value entered—not both. The sample result value for Method EPA 515.3 will not 

have a value; it is either less than MRL or a different method is used to report a value.

Note: N/A indicates “not analyzed.” If an analyte is not analyzed for a batch, then 

precision, accuracy, and spiking concentration must be N/A. If an analyte is not analyzed 

for the sample then the result value is N/A.

For example, if you entered a very high relative percentage difference of 

163 percent for precision, a range check would appear on the right side of the 

screen. To edit a range check, click on the Range Check link (see Figure 5-5). 
UCMR Submission Process—Laboratory: Processing of Sample Data 

 5-5 

Figure 5-5. Laboratory Batch Report—Range Check 

When editing the range checks, the Edit Range Check page appears (see Figure 5-6). 

A description of the range violation will appear with the “Would you like to 

override this check?” box. To override the violation, check the box and click on 

the Update button. To return to the Sample Result page without overriding the 

range check, you may click the Return to Previous Page function from the tool 

bar. 

Figure 5-6. Laboratory Batch Report—Edit Range Check 

An Analyte Updated confirmation will appear for a few seconds, and the Batch 

Precision and Accuracy page will automatically display without the Range Check 

link (see Figure 5-7). 
 

 5-6 

Figure 5-7. Laboratory Batch Report—Range Check Overridden 

Click on the Update QC Analyte button to save the batch information. 

If the batch information is saved successfully, a Batch Added confirmation will 

appear briefly (see Figure 5-8). 

Figure 5-8. Laboratory Batch Report—Add Batch Confirmation 

A few seconds later, the page will refresh. To return to the Batch Report page 

click on the Select Another Batch function from the tool bar. If there are more 

than ten batches in the report, you may have to click on Next Page to locate the 

added batch (see Figure 5-9). 

Figure 5-9. Laboratory Batch Report—Updated Batch Added 
UCMR Submission Process—Laboratory: Processing of Sample Data 

 5-7 

Editing Batch Data 

Batch data can be edited two ways. One is to edit the batch E/A date and

precision- and accuracy-of-matrix spike data. The other way is to edit just the 

precision- and accuracy-of-matrix spike data. 

EDIT BATCH E/A DATE AND PRECISION- AND ACCURACY-OF-MATRIX SPIKE DATA

To edit a batch, click on the Batch Report menu link under the Laboratory menu. 

Locate the batch you wish to edit. If more than ten batches are recorded for the 

laboratory, you may have to navigate to the next page using the Next Page link at 

the bottom of the report. Select the batch by clicking on the radio button to the left 

of the batch, then click on the Edit Selected Batch function from the tool bar (see 

Figure 5-2). 

On the Edit Batch web page, you can only edit the E/A date. You can undo 

changes you make to the form by selecting the Reset Form button. To change the 

precision- and accuracy-of-matrix spike data, click on the Edit QC Analytes 

button (see Figure 5-10). 

Figure 5-10. Laboratory Batch Report—Editing Batch Data 

If you do not click on Edit QC Analytes button, changes to the batch E/A 

date will not be saved. 

You may edit the precision- and accuracy-of-matrix spike data for each UCMR 

analyte measured. If a method includes more analytes than were measured, enter 

“N/A” in all three fields for the analytes that were not measured. If precision was 

not measured, enter “MISSING” in the Precision field. To reset the form to the 

original values, click on the Reset Form button. To record the changes, click on 

the Update QC Analytes button (see Figure 5-4). 

If you do not click on Edit QC Analytes, changes made to the batch 

information will not be saved. 

SDWARS/UCMR will check the range of the data values. If the data entered do 

not meet the “should be” criteria (see Table 5-1), SDWARS/UCMR will flag 

results as having potential errors for the laboratory to confirm (see Figure 5-5). 

Data with range checks cannot be approved without choosing to override the 

check. To edit a range check, click on the Range Check link. 
 

 5-8 

The Edit Range Check page will appear (see Figure 5-6). A description of the 

range violation will appear with the “Would you like to override this check?” box. 

To override the violation, check the box and click on the Update button. To return 

to the Sample Result page and correct the data entry without overriding the range 

check, you may click the Return to Previous Page function from the tool bar. 

A confirmation will appear for a few seconds, and the Batch Precision and 

Accuracy page will display without the Range Check link (see Figure 5-7). 

Remember: Click on the Update QC Analyte button to save the batch 

information. 

A Batch QC Updated confirmation will appear (see Figure 5-11). A few seconds 

later, the page will refresh. To return to the Batch Report page click on the Select 

Another Batch function from the tool bar. 

Figure 5-11. Laboratory Batch Report—Batch Update Confirmation 

EDIT BATCH PRECISION- AND ACCURACY-OF-MATRIX SPIKE DATA

To edit only the precision- and accuracy-of-matrix spike data, click on the Batch 

Report menu link under the Laboratory menu. Locate the batch you wish to edit. 

If more than ten batches are recorded for the laboratory, you may have to navigate 

using the Next Page link at the bottom of the report. Select the batch by clicking 

on the radio button to the left of the batch, and then click on the Edit QC Analytes 

function from the tool bar. (see Figure 5-2). 

You may edit the precision- and accuracy-of-matrix spike data for each UCMR 

analyte measured. If a method includes more analytes than were measured, enter 

“N/A” in all three fields for the analytes that were not measured. If precision was 

not measured, enter “MISSING” in the Precision field. To reset the form to the 

original values, click on the Reset Form button. To record the changes, click on 

the Update QC Analytes button (see Figure 5-4). 

If you do not click on the Update QC Analytes button, changes made to the 

batch precision- and accuracy-of-matrix spike data will not be saved. 

SDWARS/UCMR will check the range of the data values. If the data entered do 

not meet the “should be” criteria (see Table 5-1), SDWARS/UCMR will flag 

results as having potential errors for the laboratory to confirm (see Figure 5-5). To 

edit a range check, click on the Range Check link. 
UCMR Submission Process—Laboratory: Processing of Sample Data 

 5-9 

The Edit Range Check page will display (Figure 5-6). A description of the range 

violation will appear with the “Would you like to override this check?” box. To 

override the violation, check the box and click on the Update button. To return to 

the Sample Result page to correct the data entry without overriding the range 

check, you may click the Return to Previous Page function from the tool bar. 

You will receive a message that the analyte has been updated, and the Batch 

Precision and Accuracy page will display without the Range Check link 

(see Figure 5-7). 

Remember: Click on the Update QC Analyte to save the batch information. 

A Batch QC Updated confirmation will appear (see Figure 5-12). A few seconds 

later, the updated Batch Precision and Accuracy page will display. To return to 

the Batch Report, click on the Select Another Batch function from the tool bar. 

Figure 5-12. Laboratory Batch Report—Update Confirmation 

Delete a Batch 

To delete a batch from the Batch Report, select the Batch Report menu link under 

the Laboratory menu. Locate the batch you wish to delete. If more than ten 

batches are recorded for the laboratory, you may have to navigate using the Next 

Page link at the bottom of the report. Select the radio button to the left of the 

batch you wish to delete, then click on the Delete Selected Batch function from 

the tool bar (see Figure 5-2). You cannot delete a batch that has approved samples 

associated with it. 

SDWARS/UCMR will ask you to confirm that you want to delete the batch 

(see Figure 5-13). 

WARNING! If you delete the batch, all analytical results in 

SDWARS/UCMR that relates to that batch will be deleted as well! 

Figure 5-13. Laboratory Batch Report—Delete Message 

To delete the batch, click OK. 
 

 5-10 

A Batch Deleted confirmation will appear (see Figure 5-14). 

Figure 5-14. Laboratory Batch Report—Deletion Confirmation 

A few seconds later, the updated batch report will appear on the screen. 

LABORATORY SAMPLE RESULTS

Once a batch is created, the laboratory can enter sample data and associate the 

sample(s) to a specific batch. 

A laboratory can view and record sample results for its client PWSs. Sample 

results are displayed by PWS of origin. To get to a list of the data for samples the 

laboratory entered, select the PWS menu link under the Laboratory menu and then 

click on Samples. You will see a list of PWSs registered in the laboratory’s client 

list. You can view samples or enter data for the listed PWSs (see Figure 5-15). 

Figure 5-15. Laboratory Sample Results—Main Menu 

If more than ten PWSs are registered in your laboratory’s client list, a Next Page 

link will appear at the bottom of the list. You can navigate preceding or following 

samples by clicking on the links to the previous page or next page. 

SDWARS/UCMR distinguishes unique samples for each laboratory by PWS ID, 

facility ID, sample point ID, and sample ID. 
UCMR Submission Process—Laboratory: Processing of Sample Data 

 5-11 

Add Samples 

To add a sample, locate the PWS for which you wish to add the sample and click 

on the radio button to the left of the PWS. Then click on the Add Sample function 

from the tool bar (see Figure 5-15). 

SDWARS/UCMR may not have complete inventory data for all PWSs. If 

SDWARS/UCMR does not have any sampling points for a PWS, a notice will 

indicate the PWS must edit its inventory data before the laboratory can enter 

sample results (see Figure 5-16). A PWS must include its PWS ID, facility ID, 

and sampling point ID when it provides UCMR samples to the lab. This 

referential information must be consistent with the sampling point information in 

SDWARS/UCMR. 

Figure 5-16. Laboratory Sample Results—Sampling Point Error 

If at least one sampling point is listed in SDWARS/UCMR, a sample result can be 

entered for the sampling points in the database if it represents where the sample 

was collected. If the sampling point you seek is not in SDWARS/UCMR, contact 

the PWS to have it update its inventory data. 

If the inventory is correct, enter the data to specify facility ID and sampling point 

ID such that the sample result can be properly identified in SDWARS/ UCMR. 

First, identify the Facility ID, since specific Sampling Point IDs are hierarchically 

defined for facility ID; then select the correct sampling point ID. You may record 

comments noted when collecting samples or comments noted by the laboratory that 

may be useful in reviewing the sample data later (see Figure 5-17). 

Figure 5-17. Laboratory Sample Results—Add Sample 
 

 5-12 

If you wish to clear the fields, click on the Reset Form button. To record the 

sample in SDWARS/UCMR, click on the Add Sample button. 

If you do not click the Add Sample button, the sample will not be recorded in 

SDWARS/UCMR.

If the sample is recorded successfully, a Sample Added confirmation will appear 

(see Figure 5-18). 

Figure 5-18. Laboratory Samples—Sample Added Confirmation 

A few seconds later, the Associate Sample with Batches web page will load, 

indicating that the sample must be associated with a batch before you can enter 

analytical results (see Figure 5-19). 

Figure 5-19. Laboratory Samples—Associate Sample with Batch 

For instructions about recording batches and their precision- and accuracy-ofmatrix spike data, see the previous section, Laboratory Batch Report. 

To associate batches with a sample, see the section, Associate Batches. 

View Samples 

To view existing samples, locate the PWS that has samples you wish to view from 

the Laboratory Sample Results main menu and click on the radio button to the left 

of that PWS. Then click on the View Samples function from the tool bar (see 

Figure 5-15). 

If the laboratory entered more than ten samples for a PWS, a Next Page link will 

appear at the bottom of the list. You can navigate preceding or following samples 

by clicking on the links to the previous page or next page. 
UCMR Submission Process—Laboratory: Processing of Sample Data 

 5-13 

Select the desired sample by clicking on the radio button to the left of the sample, 

then edit the sample information by clicking on the Edit Sample function from the 

tool bar (see Figure 5-20). 

Figure 5-20. Laboratory Sample Results—View of Desired Sample 

You may edit the sample type, collection date, and comments. To reset the form 

to the original values, click on the Reset Form button. To record the changes, 

click on the Update Sample button (see Figure 5-21). 

Figure 5-21. Laboratory Sample Results—Edit Sample 

If you do not click the Update Sample button, none of your changes will be 

recorded. 

SDWARS/UCMR will confirm that the sample data have been updated. A few 

seconds later the updated Select Sample web page will load automatically. 
 

 5-14 

Associate Batches 

After adding a sample, you will automatically be directed to the Associate Batches 

with Samples page. If you have just added a sample, skip to the procedure for the 

Associate Batches with Samples page for Figure 5-19. For viewing an existing 

sample, you must first go to the Select Sample web page by selecting a PWS from 

the Select PWS web page and click on the View Samples function from the tool 

bar (see Figure 5-15). 

Then select the sample and click on the View Selected Sample’s Batches & 

Results function from the tool bar (see Figure 5-20). 

At the Associate Sample with Batches web page, you can associate one or more 

batches with the sample by clicking on the Associate Batch function from the tool 

bar (see Figure 5-19). In other words, if a lab uses one sample for more than one 

method, the system will allow you to identify that sample with several batches 

using the same Sample ID. 

To locate the batch, you must enter either the batch ID or the method ID. Enter 

the batch or method ID and click on the Find Batch button (see Figure 5-22). 

Figure 5-22. Laboratory Sample Results—Batch Search 

SDWARS/UCMR will return batches entered by the laboratory that match the 

search criteria (see Figure 5-23). If more than ten batches match the search 

criteria, a Next Page link will appear at the bottom of the list. You can navigate 

preceding or following batches by clicking on the links to the previous page or next 

page. 
UCMR Submission Process—Laboratory: Processing of Sample Data 

 5-15 

Figure 5-23. Laboratory Sample Results—Batch Search Results 

Select the batch to be associated with the sample, and then click on the Associate 

Batch function from the tool bar. SDWARS/UCMR will confirm the sample has 

been associated with the batch (see Figure 5-24). 

Figure 5-24. Laboratory Sample Results—Batch Associated Confirmation 

A few seconds later the Sample Results web page will automatically load and 

allow you to enter the analysis for the sample-batch associated pair. If you wish to 

proceed with entering analytical results (Figure 5-26) skip to the instructions in 

the following section, Enter/Edit Analyte Results. 

If you wish to associate additional batches with the sample, click on the View 

Sample’s Batches function from the tool bar to return to the Associate Sample 

with Batches page. All the batches you just associated with the sample should 

appear on the page (see Figure 5-25). 

Figure 5-25. Laboratory Sample Results—View Associated Batches 
 

 5-16 

Enter/Edit Analytical Results 

Once a sample has been recorded and associated with batch precision- and 

accuracy-of-matrix spike data, the analytical results can be entered into 

SDWARS. To get to the Sample Results page for an existing sample-batch 

associated pair from other parts of the Laboratory functions, go to the Select PWS 

page for Samples (see Figure 5-15). Select the PWS that sample was taken from, 

then click on View Samples. You may have to navigate through the list by using 

the Next Page link at the bottom of the list. 

Locate the sample you want. If there are more than ten samples, a Next Page link 

will appear at the bottom of the list. You can navigate preceding or following 

samples by clicking on the links to the previous page or next page. 

Select the sample by clicking on the radio button and choose the View Selected 

Sample’s Batches & Results function from the tool bar (see Figure 5-20). 

Select the associated batch for which you wish to enter or edit results and click 

on the Edit Analyte Results function from the tool bar (see Figure 5-25). 

Enter a value or click the Less Than MRL (minimum reporting level) box for each 

analyte measured. Or, if an analyte was not measured as part of the batch, enter a 

not analyzed (“N/A”) for the value (see Figure 5-26). If your laboratory has 

granted you authority to approve data, you may select a status for each analyte, or 

you may click the Approve All button if you wish to approve all of the data. 

Similarly, you may click the All Less Than MRL button if all analyte values are 

less than their MRLs. To clear the form of changes you’ve just made, click the 

Reset Form button. To record the analytical data, click on the Update button. 

If you do not click on the Update button, your entries will not be recorded in 

SDWARS.
UCMR Submission Process—Laboratory: Processing of Sample Data 

 5-17 

Figure 5-26. Laboratory Sample Results—Sample Results 

After clicking on the Update button, SDWARS/UCMR will confirm whether the 

data were successfully updated to the database (see Figure 5-27) and then will 

check the range of the data values (see Table 5-1). 

Figure 5-27. Laboratory Sample Results—Sample Analyte Results Updated 

A few moments later, the screen will refresh and may display some Range Check 

links next to the status. If the data entered do not meet the “should be” criteria 

(see Table 5-1), SDWARS/UCMR will store the data but will flag results as 

having potential errors for the laboratory to confirm (see Figure 5-28). Data that 

are not within the range check limits cannot be approved until confirmed by the 

laboratory. SDWARS/UCMR will switch the laboratory status to “Hold” if it 

encounters data that are not within the “should be” limits. 
 

 5-18 

Figure 5-28. Laboratory Sample Results—Sample Analyte Result 

If the data entered do not meet the “should be” criteria, SDWARS/UCMR will 

flag results as having potential errors for the laboratory to confirm. Data with 

range checks cannot be approved without choosing to override the check (after the 

validity is confirmed) or correcting the data such that it falls within the range 

check limits. 

To remove the range check by editing the value, change the data so that the range 

check falls within the range check limits and click on the Update button. 

SDWARS/UCMR will confirm that the update was successful then refresh the 

screen without the range check (see Figure 5-29). 
UCMR Submission Process—Laboratory: Processing of Sample Data 

 5-19 

Figure 5-29. Laboratory Sample Results—Value Change Removed Range Check 

If the value is correct and you wish to view/override a range check, click on the 

Range Check link. The Edit Range Check page will appear (see Figure 5-30). A 

description of the range violation will appear with “Would you like to override 

this check?” To override the violation, check the box and click the Update button. 

To return to the Sample Result page without overriding the range check, you may 

click the Return to Previous Page function from the tool bar. 

Figure 5-30. Laboratory Sample Results—Range Check Ignored 

By clicking on the Update button, you will receive a message that the analyte has 

been updated, and the Sample Results page will refresh without the Range Check 

link (see Figure 5-31). 
 

 5-20 

Figure 5-31. Laboratory Sample Results—Range Check Overridden 

After the range check has been addressed the laboratory may approve the 

result and click on Update again to record the status change. 

This completes the basic entry process. You can change the status of results as 

approved to be reviewed by PWS (or put on hold) either in the Enter Results 

section above or by using the search functions described below to review 

previously submitted data. 

Approve Data 

There are two ways of approving data. A laboratory can approve data at the time 

analytical results are entered in the web form or after several results are entered 

(via web form or file upload) using the search function. In this section, the process 

of “approving data” only implies approving it for submission to the PWS. 

To approve data as the analytical results are entered, use the drop-down box to 

change status or use the Approve All button (see Figure 5-26). 

Remember: To save the data to SDWARS/UCMR, you must click on the 

Update button. 

To approve data that are already in the system, you can use the search function to 

locate the samples. (Search functions for labs are explained in greater detail in the 

next section.) You can change the status of an individual sample using the dropdown menus, or you can use the Approve All button. The Approve All button is at 

the bottom of a Sample Results search page, and it switches the status for all results 
UCMR Submission Process—Laboratory: Processing of Sample Data 

 5-21 

to “Lab Approve.” The approved data will not be saved to SDWARS/UCMR until 

you click on the Submit Status button, also at the bottom of the page. 

If the data were input into the system using the file upload option and the data 

were flagged for a range check, the lab must follow the instructions provided in 

the previous section, Enter/Edit Analytical Results, to override or correct for the 

range check. A sample with a range check will have an asterisk in the Analyte 

column. Once the Add Batch range check has been addressed, the laboratory can 

approve the data. 

LABORATORY SEARCH

The search function is accessed by the Search menu link under the Laboratory 

menu, and used to locate and review or modify the status of any previously 

entered batch or sample. Because the results of the Search Page display a lot of 

information, several factors affect the performance of the Search Page: 

◆ Size of the search—The more information you request, or the broader the 

scope of the search, the longer SDWARS/UCMR will take to display your 

results. Limit your search as much as possible. 

◆ Communication lines—The speed of your Internet connection will affect 

the data retrieval speed. If the search results are too large and you have a 

slow connection, you may be timed out of the search. 

◆ Your PC’s memory—The amount of memory your PC has may affect how 

the data are displayed. 

◆ Number of applications running—If you have several applications 

running, your machine may not be able to accommodate the amount of 

information you have requested. 

The search function permits a simple and an advanced search. The search function 

will only display samples and batches that have been associated. If you are 

looking for a sample or a batch that has not been associated, you will need to use 

their respective report pages. 

Simple Search 

For a simple sample search, click the Samples radio button. Then choose Sample 

ID and enter the appropriate ID number. At the bottom of the form, click on the 

Search button (see Figure 5-32). 
 

 5-22 

Figure 5-32. Simple Laboratory Search—Samples 

The Sample Results screen displays the oldest collection date first, then the results 

are displayed by lab ID, sample ID, and PWS ID (see Figure 5-33). You may 

change the status of a sample by using the drop-down menu. Clicking on the 

Approve All button approves all the results shown. Selecting the Submit Status 

button will record the selected status for each visible result. 

Figure 5-33. Results for Samples Search 
UCMR Submission Process—Laboratory: Processing of Sample Data 

 5-23 

Descriptions of the search function results are listed in Table 5-2. 

Table 5-2. Sample Search Results for Laboratories 

Name Description/definition 

PWS ID Number that uniquely identifies the PWS 

PWS name Name that identifies the PWS 

Facility ID Number that uniquely identifies the facility in the PWS 

Facility name Name that identifies the facility 

Sampling point ID Number for the water system sample point 

Sampling point name Name of the water system sample point 

Sample ID Number that uniquely identifies the sample in the laboratory 

Sample date Date the sample was collected 

Analyte Number that identifies an analyte for the Sample ID 

Batch Number that uniquely identifies the batch 

Method ID Method associated with the batch 

Value Numerical result value for the sample analyte 

Less MRL If the value is less than MRL, this box will be checked 

Status Category of the most recent approval status for the sample

Lab Hold or Lab Approved 

The process to search for a batch is very similar to that for samples. Click on the 

Batches radio button, then select Sample ID or Batch ID and enter the appropriate 

ID number. At the bottom of the form, click on the Search button (see 

Figure 5-32). 

A Search Results page will display the batches that satisfy the entered search 

criteria (see Figure 5-34). The page is in the same format as the Batch Report page. 

Figure 5-34. Search for Batch Results 

Advanced Search 

The advanced search enables you to search using the following optional functions: 

◆ PWS inventory data using PWS, facility, and sample point data 

◆ Analysis using method 

◆ Status 

◆ Extraction/Analysis Date. 
 

 5-24 

To use the advanced search options, click on either the Samples or Batches 

and Advanced Search radio buttons (Figure 5-32). If you search after selecting 

the aforementioned criteria, you will get all results in either the Batch Report or 

the Sample Results page. Depending on your modem, communication connection, 

and the amount of data in the system, the search may take several minutes. To 

decrease the search time, try to be specific and limit the search as much as 

possible. The remainder of this section discusses how to limit your search. 

When using PWS inventory data, first click the PWS Inventory Check box and 

choose from the drop-down menu. The screen will refresh to retrieve data for the 

subsequent drop-down menus. This search can only be activated from top to 

bottom (e.g., you may not search for a facility without specifying the PWS first). 

To search using Analysis, first choose the Analysis check box. Then select a 

method from the first drop-down menu. The form will refresh to retrieve data for 

the Analyte drop-down menu. Specify the analyte from the drop-down menu (see 

Figure 5-35). 

If you do not select an analyte, the system will search for all analytes of the 

selected method.

Figure 5-35. Laboratory Advanced Search Using Analyte 
UCMR Submission Process—Laboratory: Processing of Sample Data 

 5-25 

The Status options in the drop-down menu are Lab Hold, Lab Approved, and 

PWS Return (see Figure 5-36). If you choose PWS Return, the Results page will 

display the returned samples but display “Lab Hold” as the status. 

Figure 5-36. Laboratory Advanced Search Using Status 

To use Extraction/Analysis Dates for search criteria, enter the date range. You 

must enter a range that covers at least one day. After selecting the search options 

click on the Search button or click on the Reset Form button to clear the form and 

start over. 
 

 5-26 
 6-1 

Chapter 6 

UCMR Submission Process— 

PWS Activities 

This chapter provides instructions about the role-specific functions for a PWS 

user. Specifically, it describes the functions for a PWS to establish and maintain 

its inventory data, and to review and approve, reject, or return sample data to the 

lab. The PWS workflows are shown in Figure 6-1. 

Figure 6-1. PWS Workflow 

PWS : 

* Establish inventory data

* Define contacts

Lab:

* Establish client PWSs 

* Define contacts

* Verify inventory data

Establish and

maintain

inventory data

Lab:

1. Creates batch

2. Enters sample

3. Associates sample with batch

4. Enters analyte result

5. Approves data PWS:

1. Reviews data approved by lab 

2. Approves, holds, rejects, or

 returns data to lab

State/EPA:

Reviews data approved by PWS

Recurring

processing

of sample data

Data marked “return to lab”

Lab edits data

Data moves to NCOD

Approved data

Approved data

PWS ACTIVITIES

It is critical that samples collected from the PWS are correctly identified with a 

PWS ID, facility ID, and sampling point ID. Therefore, PWSs are responsible for 

establishing and maintaining a correct and complete inventory of their facilities, 

sampling points, and contacts. This must be done before laboratories enter sample 

results. After the initial entry, the data is revised only as changes occur. 

PWSs must also review and approve the results submitted by their laboratories. 

Only results approved by the PWS are forwarded to EPA systems for state and 

EPA review. 
 

 6-2 

At the SDWARS/UCMR home page, click on the PWS navigation menu button to 

access the PWS functions in SDWARS/UCMR (see Figure 6-2). 

Figure 6-2. SDWARS Home Page 

If you registered for more than one PWS, you must select the radio button next to 

the appropriate PWS and click on the Select PWS function from the tool bar. You 

can change the active PWS by clicking on the PWS navigation menu button to 

return to the PWS Selection page. If you represent more than ten PWSs you may 

need to use the Next Page link. 

PWS CONTACTS

The PWS contact(s) maintained in SDWARS/UCMR are not necessarily the same 

individuals that are registered with CDX. The contact information in your CDX 

account is intended for identifying you as a user of the system and to maintain 

your individual account. The contact information for SDWARS/UCMR should 

identify the person, or persons, that are the point(s) of contact should there be a 

need to contact someone at the PWS to respond on behalf of the organization. 
UCMR Submission Process—PWS Activities 

6-3 

Add New Contacts 

To add a new PWS contact and contact information, click on the Contacts Report 

menu link under the PWS menu button (see Figure 6-3). 

Figure 6-3. PWS Home Page 

The list of current contacts appears. Click on the New Contact function from the 

tool bar (see Figure 6-4). 

Figure 6-4. PWS Contacts Report 

Enter the contact information. Be sure to complete all required fields denoted by 

an asterisk (see Figure 6-5). To clear the fields, click on the Reset Form button. 

To submit the contact data, click on the Create Contact button. 

Figure 6-5. PWS Contacts—Create New Contact 
 

 6-4 

If the submitted contact data are accepted, the Contact Created confirmation will 

appear (see Figure 6-6). After a few seconds, the Contacts Report web page will 

return. 

Figure 6-6. PWS Contact Created Confirmation 

When the Contacts Report loads, the new contact will appear sorted into the list 

(see Figure 6-7). 

Figure 6-7. Updated PWS Contacts Report 

Edit Existing Contacts 

To edit information for an existing contact, click on the Contacts Report menu 

link under the PWS menu button (see Figure 6-3). 

Click on the radio button next to the contact to be edited (see Figure 6-8). Next, 

click on the Edit Selected Contact function from the tool bar. 

Figure 6-8. PWS Contacts Report 

Edit the contact information (see Figure 6-9). The contact type is not editable. (If 

the contact type is not correct, you will need to delete the existing contact and 

create a new one with the proper contact type.) To remove the edits, click the 

Reset Form button. To submit the contact data, click on the Update Contact 
UCMR Submission Process—PWS Activities 

6-5 

button. To return to the Contacts Report web page without saving any edits, click 

on the Contacts Report menu link. 

Figure 6-9. PWS Contacts—Editing Existing Contacts 

If the submitted contact data are accepted, a Contact Updated confirmation will 

appear for a few seconds (see Figure 6-10) then return you to the Contacts Report 

web page. 

Figure 6-10. PWS Contact Updated Confirmation 

Delete Existing Contacts 

To delete an existing contact, click on the Contacts Report menu link under the 

PWS menu button (see Figure 6-3). 

Click on the radio button next to the contact to be deleted (see Figure 6-8). Next, 

click on the Delete Selected Contact function from the tool bar. 

You must confirm the deletion of the contact. Click OK on the Deletion 

Confirmation warning to continue (see Figure 6-11). 
 

 6-6 

Figure 6-11. Deletion Warning Message 

The Contract Deleted notification (see Figure 6-12) will appear for a few seconds 

and then return you to the Contacts Report web page. 

Figure 6-12. Deletion Confirmed 

PWS FACILITIES INVENTORY

This section describes how a PWS can revise its facility sampling point data. 

View Facility Report 

To view a Facility Report, click on Facility Report menu link under the PWS 

menu button (see Figure 6-3). 

The Facility Report represents the current information in SDWARS/UCMR. The 

initial data were extracted from data provided by state agencies to the EPA 

SDWIS/Fed database. The PWS may edit the baseline data in SDWARS/UCMR. 

This will not affect the data in SDWIS/Fed or SDWIS/State. 

The web page for the Facility Report displays as many as ten facilities for a single 

PWS. If more than ten facilities are associated with a PWS a Next Page link will 

appear at the bottom of the list. You can navigate preceding or following facility 

list by clicking on the links to the previous page or next page. 

The report is initially sorted by Facility ID; however, you can change the way 

information is sorted by clicking on any underlined column header. (see 

Figure 6-13). The descriptions of the report columns are listed in Table 4-1 of 

Chapter 4. 
UCMR Submission Process—PWS Activities 

6-7 

Figure 6-13. PWS Facility Report 

Edit Facility 

From the Facility Report web page, click on the radio button for the facility to be 

edited (see Figure 6-13). Then click on the Edit Selected Facility function from 

the tool bar. 

The fields Facility Name, Facility Type, Water Type, Activity Status, Activity 

Date, and Availability are the elements that a may edit (see Figure 6-14). To reset 

to the starting data values, click on the Reset Form button. To return to the 

Facility Report without saving edits, click on the Facility Report menu link under 

the PWS menu button. To save the edits, click on the Update Facility button. 

Figure 6-14. PWS Edit Facility 
 

 6-8 

When the edits are saved to the database, the Facility Updated confirmation 

message will appear briefly (see Figure 6-15), and then the Facility Report web 

page will automatically reappear. 

Figure 6-15. PWS Facility Update Confirmation 

Create New Facility

Before defining the fields in creating a new facility, the PWS user should contact 

its State Drinking Water Administrator to be certain the PWS has adopted the 

proper naming and numbering convention. To identify a new facility, click on the 

New Facility function from the tool bar on the Facility Report web page (see 

Figure 6-13). 

Complete the required fields denoted by an asterisk (see Figure 6-16). To reset the 

data values, click on the Reset Form button. To return to the Facility Report 

without saving edits, click on the Facility Report menu link. To save the new 

facility information, click on the Create Facility button. 

Figure 6-16. PWS Create New Facility 

When the facility data are saved to the database, a Facility Updated confirmation 

message will appear briefly (see Figure 6-17), and then the Facility Report web 

page will automatically reappear. 

Figure 6-17. Facility Update Confirmation 
UCMR Submission Process—PWS Activities 

6-9 

PWS SAMPLING POINT INVENTORY

View Sampling Point Report 

To review a Sampling Point Report, click on the Sampling Point Report menu 

link under the PWS menu button (see Figure 6-3). 

The Sampling Point Report presents the information currently available in 

SDWARS/UCMR. The initial data were extracted from data provided by state 

agencies to the EPA SDWIS/Fed database. Once provided, the baseline data may 

be edited by the PWS in SDWARS/UCMR. These edits will not impact the data 

in SDWIS/Fed or SDWIS/State. 

The Sampling Point Report web page displays as many as ten sampling points 

associated with a single PWS. If more than ten sampling points are associated 

with a PWS, a Next Page link will appear at the bottom of the list. You can 

navigate preceding or following sampling points by clicking on the links to the 

previous page or next page. 

The report is initially sorted by Facility ID; however, you can change the way 

information is sorted by clicking on any underlined column header (see 

Figure 6-18). Descriptions of the report columns are listed in Table 4-2 of 

Chapter 4. 

Figure 6-18. PWS Sampling Point Report 

Edit Sampling Points 

From the Sampling Point Report web page, click on the radio button for the 

sampling point to be edited (see Figure 6-18). Then click on the Edit Selected 

Sampling Point function from the tool bar. 
 

 6-10 

The fields Sampling Point Name, Activity Status, Activity Date, Sampling Point 

Type, and Raw-Treated Type are the only elements that a PWS may edit (see 

Figure 6-19). To reset the data values, click on the Reset Form button. To return 

to the sampling point report without saving edits, click on the Sampling Point 

Report menu link. To save the edits, click on the Update Sampling Point button. 

Figure 6-19. PWS Edit Sampling Point 

When the edits are saved to the database, the Sampling Point Updated 

confirmation message will appear briefly (see Figure 6-20), and then the 

Sampling Point Report web page will automatically reappear. 

Figure 6-20. Sampling Point Update Confirmation 

Create New Sampling Point 

Before defining fields in creating a new sampling point, the PWS user should 

contact its state drinking water administrator to be certain the PWS has adopted 

the proper naming and numbering convention. From the Sampling Point Report 

web page, click on the New Sampling Point function from the tool bar (see 

Figure 6-18). 

Complete the required fields denoted by an asterisk (see Figure 6-21). To reset the 

data values, click on the Reset Form button. To return to the Sampling Point 

Report without saving edits, click on the Sampling Point Report menu link. To 

save the new sampling point, click the Create Sampling Point button. 
UCMR Submission Process—PWS Activities 

6-11 

Figure 6-21. Create New Sampling Point 

When the sampling point data are saved to the database, the Sampling Point 

Created confirmation message will appear briefly (see Figure 6-22). A few 

moments later, the Sampling Point Report web page will automatically reappear 

with the new sampling point. If sampling points have been identified, the state has 

likely assisted EPA on defining these elements. If no sampling points are defined, 

you will need to specify them.

Figure 6-22. PWS—Add Sampling Point Confirmation 

PWS SEARCH

The search function is used to locate and review or modify the status of any 

previously entered sample analysis results. Because the results of the Search page 

display a lot of information, several factors affect the performance of the Search: 

◆ Size of the search—The more information you request, or the broader the 

scope of the search, the longer that SDWARS will take to display your 

results. Limit your search as much as possible. 

◆ Communication lines—The speed of your Internet connection will affect 

data retrieval speed. If the search is too large and you have a slow 

connection, you may be timed out of the search. 

◆ Your PC’s memory—The amount of memory your PC has may affect how 

the data are displayed. 
 

 6-12 

◆ Number of applications running—If you have several applications 

running, then your machine may not be able to accommodate the amount 

of information you have requested. 

The search function permits a simple search using the Sample ID. It also permits 

an advanced search using Analysis Method, Analysis Analyte, Status, or Date 

criteria. The search function will only display samples that are approved by the 

laboratories (see Figure 6-23). 

Figure 6-23. PWS Search 

Simple Search 

To search for a specific sample, click on the radio button next to Sample ID, then 

enter the Sample ID number. Click the Search button to find the data, or the Reset 

Form button to clear the form and start again. 

The Sample Results screen displays the oldest collection date first, then the results 

are displayed by lab ID, sample ID, and PWS ID. You may change the status of a 

sample by using the drop-down menu. Clicking on the Approve All button 

approves all the results shown on the screen. Selecting the Submit Status button 

will update the selected status for each displayed result from the database 

(see Figure 6-24). 
UCMR Submission Process—PWS Activities 

6-13 

Figure 6-24. PWS Search for Samples Results 

Descriptions of the search function are shown in Table 6-1. 

Table 6-1. Sample Search Results for PWS 

Name Description/definition 

PWS ID Number that uniquely identifies the PWS 

PWS name Name that identifies the PWS 

Lab ID Number that uniquely identifies the Lab that performed the analysis 

PWS ID Number that uniquely identifies the PWS 

PWS Name Name that identifies the PWS 

Lab ID Number that uniquely identifies the lab that performed the analysis 

Lab Name Name that identifies the lab 

Facility ID Number that uniquely identifies the facility in the PWS 

Facility Name Name that identifies the facility 

Sampling Point ID Number for the water system sampling point 

Sampling Point Name Name of the water system sampling point 

Sample ID Number that uniquely identifies the sample in the lab 

Sample Date Date the sample was collected 

Analyte Number and name that identifies an analyte for the Sample ID 

Method ID Method associated with the batch run by the lab 

Value Numerical result value for the sample analyte 

Less MRL If the value is less than MRL, this box will be checked 

Status Category of the most recent approval status for the sample

PWS Hold, PWS Approve, PWS Return, or PWS Reject 
 

 6-14 

Advanced Search 

The advanced search enables you to search using the following optional functions: 

◆ Analysis using method and analyte 

◆ Status 

◆ Collection date. 

To use the advanced search options, click on the Advanced Search radio button. 

If you click on Search after selecting the aforementioned criteria, the system will 

return all results for your PWS. The time required for the system to complete a 

search is dependent upon your modem, communication connection, and the 

amount of data in the system. Some searches may take several minutes. To 

decrease the search time, try to be specific and limit the search as much as 

possible. This section discusses how to limit your search. 

To search using Analysis, first select the Analysis check box then select a method 

from the method drop-down menu. The form will refresh to retrieve data for the 

Analyte drop-down menu; select the analyte number (see Figure 6-25). To make a 

selection, you will need to know the methods your labs use to analyze samples. To 

search using Status, choose the Status check box. The Status options in the dropdown menu are PWS Hold or PWS Approved (see Figure 6-26). 

Figure 6-25. PWS Advanced Search Using Analyte 
UCMR Submission Process—PWS Activities 

6-15 

Figure 6-26. PWS Advanced Search Using Status 

To search using a collection date, choose the Date check box and enter the date 

range. You must enter a range that covers at least one day. After selecting the 

search options, click on the Search button, or click on the Reset Form button to 

clear the fields and start over. 

PWS APPROVAL OF DATA

A PWS can change the status of a sample using the Results for Samples Search 

page (see Figure 6-24). Use the drop-down menus to change the status of an 

individual sample, or you may use the Approve All button. The change of status 

will not be saved to SDWARS until you click on the Submit Status button. Once 

the PWS approves these data, they are electronically submitted to the state and 

EPA for review as the official report of monitoring data demonstrating 

compliance with the regulation. 
 

 6-16 
 7-1 

Chapter 7 

UCMR Submission Process— 

State/EPA Activities 

This chapter provides instructions about the role-specific functions for a state or 

EPA user. Activities described include viewing PWS inventory data and 

reviewing sample data. The PWS workflows are shown in Figure 7-1. 

Figure 7-1. PWS Workflow 

PWS : 

* Establish inventory data

* Define contacts

Lab:

* Establish client PWSs 

* Define contacts

* Verify inventory data

Establish and

maintain

inventory data

Lab:

1. Creates batch

2. Enters sample

3. Associates sample with batch

4. Enters analyte result

5. Approves data PWS:

1. Reviews data approved by lab 

2. Approves, holds, rejects, or

 returns data to lab

State/EPA:

Reviews data approved by PWS

Recurring

processing

of sample data

Data marked “return to lab”

Lab edits data

Data moves to NCOD

Approved data

Approved data

STATE/EPA ACTIVITIES

State and EPA functions are similar; they view similar screens and both perform 

data reviews. States and EPA can review PWS inventory information; the EPA 

can review information concurrently with the state. If the state chooses not to 

review the data, the data are automatically reviewed and forwarded to EPA after 

90 days. Data forwarded to EPA will ultimately appear in the NCOD. 

To view inventory data, select the navigation menu button for either state or EPA 

(whichever is your role), then click on the PWS Inventory submenu link. 

SDWARS will request search criteria to narrow the list of PWS inventories. The 
 

 7-2 

search criterion can be either a PWS ID or the state (which will list all 

participating PWSs for a state). After selecting the search criterion, click on the 

Find PWS button (see Figure 7-2). 

When searching by PWS ID, you do not have to know the entire ID. You may use 

a “%” for a wildcard. To perform a wildcard search, use the state abbreviation and 

any portion of the PWS ID, with the “%” symbol embedded to specify the 

location of the wildcard identifier (e.g., PA2% or PA%090%). 

Figure 7-2. State/EPA Search for Inventory 

SDWARS will return a list of as many as ten participating PWSs that match the 

search criteria (see Figure 7-3). If more than ten PWSs match the search criteria, a 

Next Page link will appear at the bottom of the list. You can navigate preceding or 

following listings by clicking on the links to the previous page or next page. 

The search results are initially sorted by PWS ID; however, you can change the 

way information is sorted by clicking on any underlined column header. 

Figure 7-3. State/EPA View of PWS Inventory 
UCMR Submission Process—State/EPA Activities 

 7-3 

VIEW FACILITY REPORT

On the inventory search results page (see Figure 7-3), you may select a PWS by 

clicking on the radio button to the left of a PWS. Then click on the View Selected 

Facility function from the tool bar. The facilities associated with the selected 

PWS are displayed (see Figure 7-4). 

Figure 7-4. State/EPA—Facility Report 

The Facility Report presents the current information in SDWARS/ 

UCMR. The initial data were extracted from data provided by state agencies to 

the EPA SDWIS/Fed database. The PWS may edit the baseline data in 

SDWARS/UCMR. 

The web page for the Facility Report displays as many as ten facilities associated 

with a single PWS. If more than ten facilities are associated with a PWS, a Next 

Page link will appear at the bottom of the list. You can navigate preceding or 

following facility lists by clicking on the links to the previous page or next page. 

The report is initially sorted by Facility ID; however, you can change the way 

information is sorted by clicking on any underlined column header. 

You can switch to the Sampling point report for this PWS by clicking on the 

View Sampling Point function from the tool bar (see Figure 7-3). Figure 7-5 

displays the resulting Sampling Point Report. 
 

 7-4 

Figure 7-5. State/EPA—Sampling Point Report 

In Chapter 4, Table 4-1 describes the abbreviations used in the facility report 

columns and Table 4-2 describes the abbreviations used in the sampling point 

report columns. 

STATE/EPA SEARCH

The search function is used to locate and review samples. Because the results of 

the Search page can display a lot of information, several factors affect the 

performance of the Search page. 

◆ Size of the search—The more information you request, or the broader the 

scope of the search, the longer the time that SDWARS will take to display 

your results. Limit your search as much as possible. 

◆ Communication lines—The speed of your Internet connection will affect 

data retrieval speed. If the search is too large and you have a slow 

connection, you may be timed out of the search. 

◆ Your PC’s memory—The amount of memory your PC has may affect how 

the data are displayed. 

◆ Number of applications running—If you have several applications 

running, then your machine may not be able to accommodate the amount 

of information you have requested. 

The search function permits a simple and an advanced search. The search function 

will only display samples that are approved by the PWS (see Figure 7-6). 

Simple Search 

To search for a specific sample, click on the Sample ID radio button and enter the 

Sample ID number. Then click on the Search button to find the data or the 

Refresh Form button to clear the fields and start again. 
UCMR Submission Process—State/EPA Activities 

 7-5 

Figure 7-6. State/EPA Search 

The Results for Samples Search screen displays the oldest collection date first, 

then the results are displayed by lab ID, sample ID, and PWS ID. (Figure 7-7 

shows the state’s results and Figure 7-8 shows the EPA’s results.) The EPA will 

have a status of either EPA Review or State Hold. 

Figure 7-7. State Search for Samples Results 
 

 7-6 

Figure 7-8. EPA Search for Samples Results 

Descriptions of the search function results are provided in Table 7-1. 

Table 7-1. State/EPA—Sample Search Results 

Name Description/definition 

PWS ID Number that uniquely identifies the PWS 

PWS Name Name that identifies the PWS 

Facility Number that uniquely identifies the facility in the PWS 

Facility Name Name that identifies the facility 

Sampling Point Number for the water system sample point 

Sampling Point Name Name of the water system sample point 

Sample ID Number that uniquely identifies the sample in the laboratory 

Sample Date Date the sample was collected 

Analyte Number and name that identifies an analyte for the Sample ID 

Batch Number that uniquely identifies the batch 

Method ID Method associated with the batch 

Value Numerical result value for the sample analyte 

Less MRL If the value is less than MRL, this box will be checked 

Status Category of the most recent approval status for the sample

State Hold or State Reviewed or EPA Reviewed. 
UCMR Submission Process—State/EPA Activities 

 7-7 

Advanced Search 

The advanced search enables you to search using the following optional functions: 

◆ PWS inventory data using PWS, facility, and sample point data 

◆ Analysis using method 

◆ Collection date. 

To use the advanced search options, click on Advanced Search. If you search 

after selecting the aforementioned criteria, you will get all results for your state. 

Depending upon your modem, communication connection, and the amount of data 

in the system, the search may take several minutes. To decrease the search time, 

try to be specific and limit the search as much as possible. This section discusses 

how to limit your search. 

When using PWS inventory data, first click the PWS Inventory check box and 

make a selection from the drop-down menu. The screen will refresh to retrieve 

data for the other drop-down menus. This search can only be activated from top to 

bottom. You may not search for a facility without specifying the PWS first 

(see Figure 7-9). 

Figure 7-9. State/EPA Search by PWS Inventory 

To search using Analysis, first select the Analysis check box. Then select a 

method from the drop-down menu. The form will refresh to retrieve data for the 

Analyte drop-down menu. Select the Analyte Number from the drop-down menu 

(see Figure 7-10). 
 

 7-8 

Figure 7-10. State/EPA Advanced Search Using Analyte 

To search using a date, enter the date range. You must enter a range that covers at 

least one day. After selecting the search options, click on Search, or click on 

Reset Form to clear the fields and start over. 
8-1

Chapter 8 

Maintenance

Maintenance is critical to keep the system operating efficiently. This section 

describes the responsibilities for maintaining the system.

CDX RESPONSIBILITIES

CDX maintains updates to the SDWARS/UCMR database and web program. For 

example, a screen redesign or new functionality may need to be integrated into the 

SDWARS/UCMR program. When updates occur, CDX posts a notification of 

modifications for users that details the affected application and describes the 

change. SDWARS/UCMR version and release information is available online as 

part of the Help page.

To reduce the risk of lost data, CDX backs up the SDWARS/UCMR database at 

the end of each business day. If extensive data are lost, CDX restores the system 

by using the backup tapes from the previous day. If backup tapes are used, CDX 

may ask users to resubmit data.

USER RESPONSIBILITIES

You are responsible for maintaining your account information on CDX. Keeping 

account information current makes assisting and contacting users easier for the 

Technical Support staff.

Laboratories and PWSs should keep their organizations’ contact information 

current. CDX may use it to help verify other organizational information.

You may consider printing SDWARS/UCMR web pages for your records. We 

encourage laboratories communicate directly with their client PWSs about data 

entered in SDWARS/UCMR, in accordance with their normal business practices. 

We further recommend that PWSs use laboratory communications to assist them 

with evaluating data in SDWARS/UCMR and to maintain laboratory information 

during the UCMR timeframe.
DRAFT——1/31/02 8-2 EP001S3_Chap08_edit
 9-1 

Chapter 9 

UCMR Data Process 

The SDWARS/UCMR database controls access to data. The database also 

controls which actions a user may take. Figure 9-1 shows the flow of data in 

relation to the status provided by each user. 

Once a your organization is given access to data, the data status is set to “hold” 

and only users from your organization can modify the data. A laboratory inputs a 

PWS sample into the SDWARS/UCMR database. The PWS may access the data 

after the lab has approved the results. The PWS may approve, reject, hold, or 

return data to the lab. If the PWS returns the data to the lab, the lab may edit and 

approve the data for resubmission to the PWS. If the PWS approves the data, the 

data are viewable by EPA and the state. Once the PWS approves the data, only 

the SDWARS/UCMR database administrator can return control to a laboratory or 

PWS at the request of the user. 

States do not approve data; however, if a state discovers a problem, it may 

coordinate with other users and the SDWARS/UCMR database administrator to 

return control of the data to the laboratory or PWS for correction. State review is 

not required for EPA to transfer PWS-approved data to the NCOD. 

Figure 9-1. SDWARS Database Control Flow 

Laboratory

(Lab: Hold data)

Public Water

System

(PWS: Hold data)

State

(State: Hold data)

EPA

(EPA: Hold data)

PWS: Approve

data

Lab: Approve

data

PWS: Return data to laboratory

for corrections

SDWARS/UCMR

(Mark for Deletion)

PWS: Reject

data

NOTE: Data not approved by a PWS are

not visible to the state or EPA.

EPA's NCOD

NOTE: State may not Hold data for more than 90 days.

 After 90 days, the data are entered into NCOD.

NOTE: PWS:Approved data are viewable by EPA even if the

status is State: Hold.

State:

 Reviewed data
 

 9-2 

Your SDWARS/UCMR access rights are determined during CDX registration by 

the role your organization plays in the reporting process. Potential individual 

access levels include the following: 

◆ Review—May only view data available to the user. 

◆ Submit—May review and edit laboratory-entered data (only available to a 

laboratory). 

◆ Approval—May review and edit data, and may determine the status for 

data on behalf of the organization. 

Table 9-1 define the access rights and status options for users (by organization 

type) as determined when they log into SDWARS/UCMR from CDX. 

Table 9-1. Access Rights 

Organization type Access Status options Approval recipient 

Laboratories Initiates data entry of sample 

analysis. 

May edit data entered by the 

laboratory with a status of “hold.” 

May view all data entered by the 

laboratory regardless of status. 

(H)old, (A)pprove PWS 

PWS May review data related to 

samples provided by the PWS 

with a laboratory status of 

“approve” and a PWS status of 

“hold.” 

May view all data related to 

samples provided by the PWS 

and approved by the laboratory 

regardless of the PWS’s status. 

(H)old, (A)pprove, 

(R)eject, 

Return to (L)ab. 

States, EPA (NCOD) 

States May review data related to 

samples provided by the PWSs 

in their state and that have a 

status of “approve” for both the 

laboratory and the PWS. 

Review N/A 

EPA May view all data approved by 

the laboratory and the PWS. 

N/A N/A (data made 

available to NCOD) 
10-1

Chapter 10 

Security and Legal Considerations

By using web forms to submit UCMR data, CDX reduces the burden on reporting 

facilities and responsible environmental agencies for collecting and reporting data 

and keeping records. The reduced burden will result from eliminating the labor, 

time, and other costs of submitting data on paper. Electronic reporting does not 

lessen or alter a submitter’s responsibilities or liabilities.

TIMING OF TRANSACTIONS

PWSs should arrange with their laboratories to process and report UCMR samples 

according to the timeframes outlined in the UCMR. CDX will be available to 

process submitter data at any time. Data can be reviewed in the SDWARS/UCMR 

database to ensure the data were properly processed.

SECURITY

Passwords and user IDs are required for accessing CDX and the SDWARS web 

interface. You should ensure that the password is something that you can easily 

remember, but is difficult for someone else to guess. Because the password is the 

first line of defense for your account, you should keep your password 

confidential.

The best method for keeping a password confidential is to memorize it. Many 

users write their passwords down and keep them near their computers for easy 

reference, but this is a poor security practice and it is strongly discouraged. 

Anyone who discovers your password can access your account without your 

knowledge.

AUTHENTICATION

The use of password-protected user registration will provide authentication.

AUDIT TRAILS

Audit trails should be maintained as a best business practice.
10-2

BACKUP AND RECOVERY PROCEDURES

Alternative plans should be developed to accommodate unexpected problems, 

such as the loss of a data center, a local phone switch, or a catastrophic act of 

nature that prevents the exchange of transmissions for an extended period.

You should not rely on a single electronic data source to record submissions. 

Unforeseen damage to magnetic storage devices could wipe out the data. A 

secondary record is encouraged for archives. Possible options include backup 

diskettes, tape, CD/DVD-ROM, or printouts for hard copy files.

RECORD KEEPING

You should retain all records resulting from generating and transmitting electronic 

reports in accordance with standard record-keeping practices. This requirement 

extends beyond the transactions themselves to files or databases that contain 

information conveyed to EPA. The records should be retained regardless of the 

medium upon which they were recorded.

We recommend you evaluate internal control systems in the context of electronic 

reporting to ensure internal accountability for data, including audit trail and 

backup capability. The record-retention system should retain pertinent 

submission-time information for as long as the actual records are retained. web 

form submissions will be time- and date-stamped in the SDWARS/UCMR audit 

tables.
A-1

Appendix

Abbreviations

ACES Access Certificates for Electronic Services

B2B business-to-business

CA certifying agent

CDX Central Data Exchange

CRK customer retrieval key

CSI Common Sense Initiative

DTD document-type definition

EC electronic commerce

EDI Electronic Data Exchange

EPA U.S. Environmental Protection Agency

FCC Federal Communications Commission

GPEA Government Paperwork Elimination Act

GPRA Government Performance and Results Act

GSA General Services Administration

I-3 Information Integration Initiative

ID identification

IG implementation guide

IT information technology

LIMS Laboratory Information Management Guide

NCOD National Contaminant Occurance Database

OEI Office of Environmental Information

OGWDW Office of Ground Water and Drinking Water

OIC Office of Information Collection

OLAP online analytical processing

PE performance evaluation

PIN personal identification number

PC personal computer

PWS public water systems
A-2

REI Reinventing Environmental Information

SDWARS Safe Drinking Water Accession and Review System

SSL secure socket layer

UCMR Unregulated Contaminant Monitoring Rule

URL uniform resource locator

XML Extensible Markup Language

Y2K Year 2000
Office of Water (4601)

Washington, DC 20460

EPA 816-R-01-022B

www.epa.gov/safewater

December 2001